Vendor Invoice Approval Workflow Guide
Overview
The Vendor Invoice Approval Workflow in Prism streamlines the process of reviewing, approving, and processing vendor invoices for payment. This automated system ensures proper financial controls while reducing manual paperwork and accelerating payment cycles. The workflow routes invoices through designated approval chains based on configurable business rules, dollar thresholds, and organizational hierarchies.
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What This Guide Covers
This comprehensive guide will walk you through:
- Complete Workflow Process: From work order creation to final payment processing
- Invoice Submission and Attachment: How vendors submit invoices through work orders
- Approval Management: Using the approval system to review and approve invoices
- Work Order Closure: Completing the work order after invoice approval
- Batch Processing: Exporting approved invoices for payment processing
- Template Management: Creating and customizing export templates
Prerequisites and Requirements
Required Permissions
- Can View All Vendor Invoices: Access to view and manage invoice approvals
- Can Approve Vendor Invoices: Authority to approve invoices within designated limits
- Can Access Accounting Module: Required for batch processing and template management
- Work Order Management: Ability to create, assign, and close work orders
Need to update these permissions? Learn how to modify Permission Groups
System Requirements
- Vendor Invoice Approval configuration must be set up for your properties (Setup Guide: Setting Up Vendor Invoice Approvals in Prism)
- Active vendor records in Prism Vendor Management
- Configured approval hierarchies and dollar thresholds
- Valid chart of accounts and cost centers
Key User Roles and Responsibilities
Property Management Office (PMO)
- Create and assign work orders to vendors
- Review and approve vendor invoices
- Close completed work orders
- Process approved invoices through accounting batch system
Vendors/Contractors
- Receive and acknowledge work orders
- Complete assigned work
- Submit invoices through work order system
- Respond to approval questions or requests for additional information
Accounting Staff
- Create and manage export templates
- Process batch exports for payment
- Handle final payment processing and reconciliation
Complete Workflow Process Overview
Understanding the End-to-End Process
The vendor invoice approval workflow follows a structured sequence from initial work assignment through final payment processing:
Step 1: Work Order Creation and Assignment
- PMO creates work order for required services
- Work order assigned to appropriate vendor
- Vendor receives notification of assigned work
Step 2: Work Acknowledgment and Completion
- Vendor acknowledges receipt of work order
- Vendor arrives at property and begins work
- Work completed according to specifications
Step 3: Invoice Submission
- Vendor attaches invoice to completed work order
- System validates that charge lines add up to the entered invoice total before submission
- Invoice enters approval workflow automatically
- System routes to appropriate approver based on configuration
Step 4: Invoice Review and Approval
- PMO reviews invoice details and work completion
- Invoice approved if work and charges are satisfactory
- System updates invoice status to approved
Step 5: Payment Processing
- PMO can mark approved invoices as 'Paid' using the Mark as Paid button
- Invoice status updates from 'Invoice Approved' to 'Paid'
- Work order becomes eligible for closure
Step 6: Work Order Closure and Batch Processing
- PMO closes work order after invoice approval
- All work and financial components marked complete
- Approved invoices from closed work orders exported for accounting
Work Order Management and Invoice Attachment
How to Create and Assign Work Orders
Creating New Work Orders
- Navigate to: Work Orders module
- Create New: Select option to create new work order
- Enter Details: Complete work description, priority, and requirements
- Property Assignment: Select appropriate property for the work
- Save Work Order: Complete initial work order creation
Assigning to Vendors
- Vendor Selection: Choose vendor from existing vendor records
- Assignment Process: Assign work order to selected vendor
- Notification: System automatically notifies vendor of assignment
- Work Order Status: Status updates to reflect vendor assignment
How Vendors Receive and Process Work Orders
Vendor Notification Process
Work Order Receipt:
- Vendor receives notification of assigned work order
- System provides work order details and requirements
- Vendor can access full work specifications and property information
Vendor Acknowledgment:
- Vendor acknowledges receipt of work order
- Confirms availability and expected completion timeline
- Work order status updates to reflect vendor acknowledgment
Work Completion and Documentation
On-Site Work Process:
- Vendor arrives at property to begin work
- Completes assigned tasks according to specifications
- Documents work completion with photos or notes as required
- Prepares invoice for services rendered
How to Attach Vendor Invoices to Work Orders
Invoice Attachment Process
Vendor Invoice Submission:
- Access Work Order: Vendor opens assigned work order
- Attach Invoice: Uses invoice attachment feature
- Upload Documentation: Includes invoice file and supporting documents
- Validate Totals: System ensures charge line totals match the invoice total before allowing submission
- Submit for Review: Invoice enters approval workflow automatically
System Processing:
- Invoice attachment triggers approval workflow
- System routes invoice to appropriate approver based on configuration
- Invoice status updates to "Pending" for PMO review
- Notification sent to designated approvers
Invoice Approval Management
How to Access and Review Pending Invoices
Finding Invoices Requiring Approval
Using the Vendor Invoice Approval Tab:
- Navigate to: Work Orders module
- Select: Vendor Invoice Approval tab
- View Status: Invoices show "Pending" status when awaiting approval
- Filter Options: Use filters to find specific invoices or vendors
Alternative Access Method:
- My Pending Approvals Filter: Shows only invoices requiring your approval
- Status Indicators: Clear visual confirmation of approval requirements
- Direct Access: Click on pending invoice to begin review process
Invoice Review Process
Information to Verify:
- Work Completion: Confirm work was completed satisfactorily
- Invoice Accuracy: Verify charges match authorized work scope
- Supporting Documentation: Review attached invoices and supporting materials
- Amount Validation: Ensure invoice total is reasonable and authorized
- Quality Assessment: Confirm work meets required standards
How to Approve Invoices
Approval Decision Process
When PMO is Satisfied with Work:
- Complete Review: Finish verification of work completion and invoice accuracy
- Access Approval Options: Select appropriate approval action
- Approve Invoice: Process approval to advance workflow
- Status Update: Invoice status changes from "Pending" to "Approved"
- System Notification: Relevant parties notified of approval decision
Post-Approval Status:
- Invoice marked as approved in system
- Work order becomes eligible for closure
- Invoice ready for final processing and payment
Mark as Paid Feature
After invoice approval, PMO users can mark invoices as paid:
- Access approved invoice
- Click the 'Mark As Paid' button that appears on approved invoices
- Invoice status updates from 'Invoice Approved' to 'Paid'
Handling Issues or Concerns
If Work or Invoice Has Problems:
- Request Additional Information: Return to vendor with specific questions
- Reject Invoice: Decline with explanation of issues requiring resolution
- Hold for Review: Temporarily pause approval pending additional evaluation
- Escalate: Forward to higher authority if needed for complex decisions
Work Order Closure Process
How to Close Approved Work Orders
Work Order Closure Requirements
Prerequisites for Closure:
- Work must be completed satisfactorily
- Invoice must be approved through workflow
- All documentation requirements met
- No outstanding issues or concerns
Closure Process Steps
- Verify Completion: Confirm all work and approval steps completed
- Access Work Order: Open the completed work order
- Close Work Order: Select option to close completed work order
- Final Status: Work order status updates to "Closed"
- System Processing: Closed work order becomes available for accounting batch processing
Impact of Work Order Closure:
- Work order no longer appears in active work lists
- Invoice becomes eligible for payment processing batch
- Historical record maintained for reporting and audit purposes
- Vendor performance metrics updated
Accounting Batch Processing
How to Process Approved Invoices for Payment
Accessing Batch Processing
Once work orders are closed with approved invoices, they become available for batch processing through Prism's accounting system. This allows you to export invoice data in CSV format for import into your external accounting or payment processing systems.
Basic Process: Navigate to the Accounting section, select your export template, and generate a batch export file containing all approved invoices from closed work orders.
For complete step-by-step instructions on batch processing, template creation, advanced filtering options, and troubleshooting export issues, please refer to: Accounting Batch Exports - Complete Guide
Troubleshooting Common Issues
Work Order and Invoice Issues
Common Problems and Solutions
Invoice Attachment Problems:
- File Format Issues: Ensure invoice files are in supported formats
- Size Limitations: Check file size limits for attachments
- Upload Errors: Verify network connection and retry if upload fails
- Missing Documentation: Ensure all required supporting documents included
- Validation Errors: Ensure charge line totals match invoice total before submission
Approval Process Issues:
- Missing Approvals: Verify approval configuration is properly set up for property
- Permission Problems: Confirm users have required approval permissions
- Status Confusion: Check invoice status and current approval tier requirements
- Notification Issues: Verify email notifications are configured and functioning
Batch Processing Problems
Export and Template Issues
Common Export Problems:
- Template Errors: Verify template includes all required fields for processing system
- Data Formatting: Ensure export format matches requirements of receiving system
- Incomplete Batches: Confirm all intended invoices are included in export
- File Access Issues: Check file permissions and download capabilities
Resolution Steps:
- Verify Configuration: Check template setup and field mappings
- Test Export: Run small test batch to verify functionality
- Review Requirements: Confirm export meets all downstream system requirements
- Contact Support: Reach out for assistance with persistent technical issues